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SharePoint Metadata - Simple to Sublime
1. Welcome to the First
Annual
SharePoint
Saturday
Sacramento!!
2. From the Simple to the Sublime
Andy Coyle
Conglomerated Software
andycoyle@aol.com
3. Entertainment & Content
EntertainmentContent
Entertontent
Entertainment & Content
EntertainmeContent
EntertContent
EntertaContent
EntertainContent
Copyright – Conglomerated Software
Because Edutainment was already
copyrighted
Because no one else would think of it or
bother to use it
Because Entercation sounds R-Rated
4. 6 W’s
Who
Authorized users and processes use Metadata
to decorate SharePoint objects with additional
What
properties during the object’s lifetime so that the
Where can be easily categorized, filtered, found,
object
When or viewed…. Wow!
sorted,
Why
Wow!
5. Seven Habits
Habit 1: Be Proactive
Habit 2: Begin with the End in Mind
Habit 3: Put First Things First
Habit 4: Think Win-Win
Habit 5: Seek First to Understand, then to be
understood
Habit 6: Synergize
Habit 7: Sharpen the Saw
6. Begin with Tech in Mind
Create a twitter account
Create a SP web part to consume the feed
Code the web part to chart responses, filtering invalid
responses
Demonstrate web part functionality to the group
Assume majority of audience knows how to use twitter
Assume majority of audience has smart phones
Pose a survey question to audience
Assume audience is paying attention
Show live responses on web page
Auto-refresh web page
Code the web part to save off the results and zero the
chart in prep for next question
Tap dance if something breaks.
8. Begin with the End in Mind
Determine audience SP knowledge.
Get the audience involved, include as many as
possible.
Allow the audience to see the results.
Improve opportunities for success (Limit the
Rube Goldberg effect).
Get more attention on me (less attention on
these boring slides).
9. Solution
Rate this presentation
25
How many people are using SP?
20
How many people know what Metadata is?
How many people think this is the most
15
interesting session all day?
10
Responses
5
Cost benefit analysis should temper your SP
0
solutions. Dull OK Great Extra
Special
Clooney
11. Valedictorian Speech
What is Metadata?
Well, Webster's Dictionary defines it as…
Other references:
Properties, Tags, metacontent, data about
data, data about contents, data about structure
12. Metadata we know
File Name
File Size
Creation Date
Created by
Modification Date
Modified by
Type
14. Who
Who typically creates Metadata?
Design – Microsoft, SP Software
Developers, Site Administrators, Site
Owners, Designers, Contributors
Populate – Operating System, SP
Workflow, Programs, Site Administrators, Site
Owners, Designers, Contributors, Readers
Who Uses Metadata?
SP Workflow, Programs, All SharePoint users
16. Meta Data Design
Who (roles) will be accessing the data?
What do they want to see?
How many required fields?
How many optional fields?
17. Metadata Design for Users
Required fields
0-3 Best
3-5 Good
6-Up Reconsider design
Optional Fields
0-3 Reconsider… Why SharePoint?
3-5 Best
6-10 Good
11-upReconsider Design
18. Metadata Design for Processes
Required fields
Depends on the process and user
interaction. If there is user interaction
with the list/library, then
0, otherwise, unlimited.
Optional Fields
Unlimited – Have a purpose for each
field. Hide fields from user input
screens. Show fields to users only
where they make sense.
19. Selecting Data Types
Data types for fields
Single line of text
Multiple lines of text
Choice (menu to choose from)
Number (1, 1.0, 100)
Currency ($, ¥, €)
Date and Time
Lookup (information already on this site)
Yes/No (check box)
Person or Group
Hyperlink or Picture
Calculated (calculation based on other columns)
External Data
Managed Metadata
20. My Catch-Phrases
Consulting Tagline:
It Depends…
Tag to the Kids:
Way it is.
SharePoint Tagline:
That is the 20%
Conglomerated Software:
Shhhh…. Right!
21. What is the Best Way?
It Depends…
Best Practices - Guidelines
Goals – what are you trying to accomplish?
Quick and easy, Enterprise?
23. Training My Monkey
Farmer’s market
Fruit Stand
Supermarket
Walter’s Market
24. Simple : Farmer’s Market
Quick and Easy
Very little differentiation
Little metadata required
Library metadata
25. Local Data in a Library
Document Library
Library Settings
Document Content Type (default)
Site Document Local
Local
Workflow Policy
Columns Template Columns
Columns
Library Items (content)
27. Using a Site Column
Site
Site
Columns
Document Library
Library Settings
Document Content Type (default)
Site
Site Document Local
Local
Workflow Policy Columns
Columns Template Columns
Columns
Library Items (content)
35. Sponsored By…..
Join us at 6:00 pm at BJs Brewhouse
for a free drink, kindly provided by
Rackspace! A great opportunity to
network with other SharePoint
Professionals!
Don’t forget to fill out your bingo cards and surveys to be eligible for
GREAT end of day raffles!
Notas del editor
THIS SHOULD BE YOUR FIRST SLIDE
Stephen Covey wrote it: The seven habits of highly effective people.
THIS SHOULD BE YOUR SECOND TO LAST SLIDE – Encourage everyone to attend and remind them that BJs Brewhouse is just a few blocks up Bidwell from Three Stages
THIS SHOULD BE YOUR LAST SLIDE – Please ensure to leave this on as people are walking out and you’re wrapping things up. Thanks so much!